Tag: zoom

Member meetings at Woodsworth – a summary of the bylaws

Member meetings are at the heart of Woodsworth’s democratic life. They are where members make important decisions together, review finances, set the budget, elect directors, and guide the future of our co-op.

Our bylaws and Rules of Order set out how meetings are called, how they operate, and the powers members have. This document is a summary of our bylaws relating to member meetings.

There is also another document on how Woodsworth sets up meetings – the Member Meeting Process Guide for GMMs and AGMs. This  document explains the process of setting up meetings and how to operate a hybrid meeting (in person and online meetings.)

1. Attendance

    • Mandatory: All members must attend General Members’ Meetings (GMMs), as required in the Occupancy Bylaw.

  • The Occupancy Agreement that members must sign upon Board approval of membership says:  You agree to obey all co-op by-laws and decisions made by the board and co-op members.
    Under the Co-operative Corporations Act and the co-op’s by-laws, the co-op can change the terms of membership and occupancy. You are entitled to a notice of all general meetings where members will decide on these changes. You are also entitled to attend and vote at these meetings. You will be bound by these changes even if you do not agree with them.

Typical Meetings:

    • Annual General Meeting (AGM): Held in November. Members review audited financial statements, elect Directors, and appoint the auditor for the coming year.

    • Budget Meeting: Usually in May. Members approve the operating budget and housing charges (effective the third month after approval). The Capital Budget may be approved at the same meeting or separately.

    • Other GMMs: Called as needed to decide on bylaws, policies, or proposals.

  • Forums / Town Halls: Informal meetings for discussion only (no binding decisions).

 

2. Notices and Agendas

  • Timing: Notice must be sent at least 10 days before a meeting (but not more than 49 days).

  • Who Gets Notice: All current members (membership is complete once the occupancy agreement is signed).

  • Contents: Date, time, and place of the meeting plus the agenda (or general nature of the business).

  • Special Cases:

    • Financial statements & auditor’s report must be sent at least 10 days before the AGM.

    • Proposed bylaws or budgets must be mentioned in the notice, with a full copy provided at least 5 days before the meeting.

  • Adding Items: Members may submit written requests at least 15 days before a meeting. The Board must include them if they fall within member decision-making powers. (As stated in section 6.1 of this By-law
    (Co-op Act Requirements). See also Amendments in Schedule A Rules of Order, Section 4.)

  • Other Business: May be discussed at the meeting but not voted on unless it was included in the notice.

3. Quorum

At least 60 members (including those attending on Zoom or other live streaming service) must be present for a meeting to have legal standing. Without quorum, no votes can be taken.

4. Participation

  • Non-Members: Staff or other non-members may attend or speak only with the Chair’s permission. Members may overturn this permission. Non-members cannot vote or make motions.

  • Speaking: Members may speak for up to 3 minutes (unless extended by the Chair). Everyone gets a turn before anyone speaks again.

  • Amendments: Must be relevant and consistent with the original motion. If the mover/seconder accepts, it becomes a “friendly amendment.” Otherwise, it is debated and voted on separately.

5. How Meetings Operate

  • Meetings follow Woodsworth’s Rules of Order.

  • The Chair keeps discussion fair and orderly. The Chair rules on procedure, but members may appeal the ruling.

  • Motions & Debate: Discussion begins only after a motion is moved and seconded.

6. Voting

  • Chair’s Vote: The Chair may vote only if they are a member and only in two cases:

    • On a secret ballot (with no second vote in case of a tie).

    • To break a tie in other votes.

  • Simple Majority: More than half the votes cast (abstentions not counted). Required for most decisions, including the operating and capital budgets. A tie defeats the motion.

  • Two-Thirds Majority: Needed to confirm bylaws, bylaw amendments, and special resolutions (such as Articles of Incorporation changes or Major Commitments – see Organizational Bylaw, Article 24.1(a) ).

  • Examples: See Rule 6 of the Rules of Order for details on calculating majorities.

7. Member Authority

The Board manages the day-to-day affairs of the co-op, but members have final authority in key areas, including:

  • Electing or removing Directors

  • Approving housing charges

  • Approving operating and capital budgets

  • Appointing the auditor

  • Approving major commitments (Article 24.1)

  • Confirming bylaws and bylaw changes

The official Rules of Order have many examples to help meeting chairs and participants.